Accounts Payable Specialist

Concordia University Irvine; Irvine (CA); On-site; USD 30,000 - 36,000; Full time

Job summary

Concordia University Irvine in Irvine, CA seeks an Accounts Payable Specialist to manage all aspects of payables, including check requests, PO processing, and reconciliations. The role ensures timely payments and maintains accurate records in accordance with university policy.

The position also assists with the corporate credit card program, supports budget managers on overdue invoices, and aids auditors with essential accounting duties as needed.

Qualifications

• AP experience preferred.
• Strong understanding of invoices, coding, and approvals.
• Familiarity with purchase orders and journal entries.

Responsibilities

• Communicate with approvers for invoice approvals and coding.
• Enter invoices and journal entries for payment into AP systems.
• Prepare and review vendor payments; generate checks as needed.
• Prepare Purchase Orders per University Policy.
• Reconcile AP subsidiary ledger to the general ledger.
• Prepare IRS Form 1099 for review and distribution.
• Maintain AP records and supporting documentation.
• Assist auditors and support staff; perform other duties as assigned.

Skills

AP experience

Education

Bachelor degree in Accounting or related field

Job description

The Accounts Payable Specialist handles all aspects of accounts payable including review of submitted check requests and purchase orders, prepares adjustments and reconciliations. The employee monitors payment activity for timely payment, and communicates with Accounting Manager and budget managers on overdue invoices and expenses. The employee will maintain records and control reports that are accurate and credible while adhering to university policies, as well as prepare accounts payable register and related documents. The Accounts Payable Specialist will also assist in managing the corporate credit card program and related expense reports. The employee will also assist in essential duties and responsibilities of Accounting Office. All activities of this position are to make a contribution to the fulfillment of the mission of the university.

Essential Duties And Responsibilities Include

• For all invoices received in the Finance and Business Operations office, Communicate with relevant individuals for approvals and accurate coding.
• Review all invoices to ensure complete information including correct coding and approval.
• Enter journal entries and invoices for payment into our AP and accounting systems.
• Generate checks for payment based on approved monthly protocol and obtain review by Accounting Manager, and/or Controller as appropriate, of all checks and live signatures for checks over $20,000, then distribute checks as designated.
• Prepare Purchase Orders in accordance with University Policy and distribute to the requesting party.
• Various reconciliations, including Cash Advances, prepaid expenses and credit card accruals.
• Facilitate vendor and staff requests for information, answer inquiries and resolve conflicts.
• Prepare IRS Form 1099 for review and distribution based upon approved annual protocol.
• Reconcile accounts payable subsidiary ledger to the general ledger.
• Prepare and enter Journal Entries as directed by management.
• Maintain accounts payable records in accordance with university policy.
• Assist with the identification of Key Accounting Controls, in particular accounts payable controls, and maintain appropriate supporting documentation confirming adherence to the Key Accounting Controls.
• Prepare Sales and Use Tax filing.
• Provide additional assistance to support staff as required.
• Assist Controller with auditors as required.
• Other duties as assigned.

Pay Range:

$22 - $26 per hour

Experience

Preferred

• AP Experience

Education

Preferred

• Bachelors or better in Accounting or related field

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.